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How Email Replies Work

Fabius uses AI to analyze incoming emails and generate contextual draft responses automatically. This page explains the process from email receipt to draft availability.

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The Email Reply Process

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1. Email Processing

When a new email arrives:
  • Gmail’s servers notify Fabius of new messages in tracked threads
  • The system processes the email server-side
  • Before drafting, an AI step determines if a reply is actually needed (FYIs/automations are skipped)
  • Drafts are generated automatically in the background when a reply is needed
  • Processing typically completes in 1–2 minutes, under 5 minutes on average

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2. Context Analysis

For each relevant email, Fabius analyzes: Email Content
  • The specific questions asked
  • Tone and sentiment of the message
  • Urgency indicators
  • Action items mentioned
Historical Context
  • Previous emails in the thread
  • Past interactions with the contact
  • Account history and status
  • Recent calls or meetings
Business Context
  • Current opportunity stage
  • Account size and industry
  • Contact role and influence
  • Team involvement

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3. Knowledge Integration

Fabius references your knowledge documents to provide accurate responses: Knowledge Document Selection
  • The system identifies relevant documents based on email content
  • Documents are ranked by relevance to the conversation
  • Specific quotes and information are extracted and used to inform the draft
  • Document context is recorded for traceability; the Gmail add-on does not display the list of used documents
Types of Information Used
  • Product features and capabilities
  • Technical specifications
  • Implementation details
  • Case studies and examples
  • Company policies and procedures

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4. Draft Generation

Fabius uses AI models to create draft responses: Draft Creation
  • Typically generates 1-2 draft versions
  • Main draft with comprehensive response
  • Optional alternate version with different approach
  • Drafts are created as Gmail draft replies
Style Application
  • Uses configured email style rules (if any)
  • Applies formatting instructions from style rules
  • Maintains consistent tone based on configuration
Personalization
  • Includes contact and company names
  • References email thread history
  • Uses relevant quotes from knowledge documents

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Draft Delivery

  • Server-side drafts: Created automatically when a reply is needed and saved as Gmail draft replies. These do not include any helper line.
  • Compose modal drafts: Generated on demand from the Gmail compose modal (Reply → Fabius compose action) and inserted into the compose window. These include a helper line that says “DELETE EVERYTHING BELOW THIS LINE” — remove that line and anything below it before sending.

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5. Task Creation

During draft generation, Fabius can create tasks for follow-up actions: Task Generation
  • Tasks are identified from email content
  • Created alongside draft generation
  • Basic task information captured
Task Details
  • Title and description
  • Associated contact and account
  • Assigned user (if specified)
  • Status tracking (pending/completed)

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Intelligence Features

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Response Strategies

Different approaches for different scenarios: Educational Response
  • For early-stage prospects
  • Focus on value and benefits
  • Include helpful resources
  • Soft call-to-action
Solution-Focused Response
  • For evaluation stage
  • Specific feature details
  • Implementation approach
  • Clear next steps
Relationship Building
  • For long-term opportunities
  • Personal touches
  • Patience and understanding
  • Open-ended engagement

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Draft Generation Criteria

Fabius generates drafts based on: Requirements
  • Email must be from a CRM contact
  • Thread must be tracked in Fabius
  • Email should require a response
  • Sender must have a valid contact UUID
Filtering
  • Internal company domains are excluded
  • Emails without CRM contacts won’t generate drafts
  • Automated emails are filtered using exclusion rules

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Quality Assurance

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Accuracy Measures

  • Cross-references knowledge documents
  • Validates technical claims
  • Ensures pricing consistency
  • Maintains compliance standards

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Draft Quality

  • Quality depends on knowledge document relevance
  • Style rules affect tone and formatting
  • Context provided by user improves results
  • No automatic learning from edits

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How It Works Technically

  1. Gmail Integration: Server-side connection processes incoming emails
  2. Email Processing: Background workers analyze new messages automatically
  3. Draft Generation: AI models create drafts within minutes of email receipt
  4. Gmail Add-on: Google Apps Script displays drafts in Gmail interface
  5. Authentication: Uses Auth0 for secure user access

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Tips for Best Results

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Keep Your CRM Updated

  • Current opportunity stages
  • Accurate contact information
  • Recent interaction notes
  • Pain points and goals

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Maintain Knowledge Documents

  • Product updates
  • New case studies
  • Current pricing
  • Industry insights

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Provide Feedback

  • Rate draft quality
  • Edit before sending
  • Share what works
  • Report issues

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Common Questions

Q: How fast are drafts generated? A: Drafts are generated automatically when emails arrive, typically within 1-2 minutes and under 5 minutes on average. Q: Can I customize the AI’s writing style? A: Yes! You can create personal style rules that provide formatting instructions to the AI. These are static configurations, not learning systems. Q: What if the draft is wrong? A: Always review and edit drafts. Use feedback to improve future drafts. Q: Does it work with all email types? A: Best with business emails from CRM contacts requiring responses.

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Next Steps